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1 DIRECT PURCHASE PROCEDURES DOCUMENT NUMBER: APPLICATION: ELEMENTARY, MIDDLE AND HIGH SCHOOL DATE OF ISSUE: Revised Revised Master Requisition Form revised revised revised changed contact names revised first created NOTES: The attached procedures are to be followed when materials are being direct-purchased by the Owner. Editable forms referenced in the following attachment are available for download here: Direct Purchase EDITABLE FORMS ATTACHMENTS: Package of sample letters, spreadsheets and forms Direct Purchase 1/15

2 Hillsborough County Public Schools, Florida 901 E. Kennedy Blvd. P.O. Box 3408 Tampa, FL Direct Purchase Program Procedures and Forms Direct Purchase 2/15

3 PROCEDURES FOR DIRECT PURCHASE MATERIALS Ginger Cook PH: Trish Smith PH: FAX: Vendor/Supplier Invoices: All original invoices must be mailed directly from the vendor/supplier addressed to: Hillsborough County Public Schools Attn: Facilities Accounting - Direct Purchase PO Box 3408 Tampa Fl ATTACHMENTS: Vendor Registration Documents New Vendor Registration Process, Auto-Fax Form, Terms and Conditions FLOW CHART Master Requisition with Instructions Provide itemized backup (Vendor Quote/Proposal) with master requisition. Signature required by General Contractor and Architect/Engineer. Materials Verification and Confirmation Separate invoice verification and confirmations forms are required for each new purchase order. Ensure the correct purchase order number is entered on the form. Attach copies of the approved invoice copies to this form. Signature required by General Contractor and Architect/Engineer. Notice To Reject Payment Form Construction Manager is to submit this form when invoices are to be rejected for payment including reason and fax to HCPS. Request for Purchase Order Adjustment Existing purchase orders may be increased for further purchases for the same material. Signature required by General Contractor and Architect/Engineer. Instructions for Calculation of Change Order Deduction An editable copy of this standard document and the attached forms will be ed upon request. It is recommended that the Construction Manager or Architect contact Direct Purchase to confirm the amount for the final adjustment for the project before the original change order is submitted for approval Direct Purchase 3/15

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5 NEW VENDOR REGISTRATION PROCESS HCPS Direct Purchase Logon to If you need assistance with the registration website, please contact Kimberly at The registration process takes minutes to complete. Please ensure the entire form is completed including the following: General Company name DBA Company name Company corporate address Contact phone and fax numbers FEIN or Tax ID Number This must match the W9 submitted Order Address Section: Purchase order address to mail unless auto-faxed Payee Address Section: Payment address Fax W9 and Auto-Fax form: (Read Below) The website instructs you to fax your completed W9 to 1 of 2 different phone numbers. DO NOT FAX TO EITHER NUMBER, they do not work. PLEASE FAX your completed W9 form along with the completed auto-fax agreement form to Upon receipt of the above registration and completed W9 and auto-fax form, we can have your vendor number assigned and initiate the purchase orders Direct Purchase 5/15

6 School Board Carol W. Kurdell, Chair Susan L. Valdes, Vice Chair Doretha W. Edgecomb Jennifer Faliero April Griffin Jack R. Lamb, Ed.D. Candy Olson Superintendent of Schools MaryEllen Elia Deputy Superintendents Kenneth R. Otero Daniel J. Valdez Chief Facilities Officer Cathy L. Valdes General Manager of Construction Rory Salimbene Facilities Accounting - Direct Purchase TO: Whom It May Concern: Thank you for agreeing to receive purchase orders from Hillsborough County Public Schools (HCPS) via facilmile. The current process of mailing purchase orders to vendors includes providing a copy of HCPS terms and conditions with each order. To save paper and expedite fax transmissions, the terms and conditions will not be included with faxed purchase orders. Vendors receiving orders via facsimile will need to acknowledge acceptance of the process below. A copy of the current terms and conditions (revised 9/10/07) is attached and should be retained for your files. Any revisions to the terms and conditions will be forwarded to you. It is requested that the information below be completed and the original returned to the Purchasing Department as soon as possible. The information and signature provided must be of the person authorized to commit the vendor to these terms and conditions. Please note that these terms and conditions apply to all purchase orders for HCPS. When bid or contract, terms, conditions and specifications differ from those shown on the purchase order, the bid/contract shall take precedence over the purchase order. Agree to the purchase order fax process Company Name Printed Name Signature Title Date Fax Number to Use for Purchase Order Receipt Raymond O. Shelton School Administrative Center 901 East Kennedy Blvd. Tampa, FL Phone: FAX: School District Main Office: P.O. Box 3408 Tampa, FL ginger.cook@sdhc.k12.fl.us * Website: Direct Purchase 6/15

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11 Sample Purchase Order - Data Entry Screen Direct Purchase 11/15

12 CERTIFICATE OF ENTITLEMENT (For direct purchase of construction materials by a governmental entity pursuant to (6), F.S. and Rule 12A-1.094, F.A.C.) The undersigned authorized representative of _Hillsborough County Public Schools_ (hereinafter Governmental Entity ), Florida Consumer s Certificate of Exemption Number _ C-8_, affirms that the tangible personal property purchased pursuant to Purchase Order Number _8XXXXX_ from (Vendor) on or after (date) will be incorporated into or become a part of a public facility as part of a public works contract pursuant to contract # with (Name of Contractor) for the construction of. Governmental Entity affirms that the purchase of the tangible personal property contained in the attached Purchase Order meets the following exemption requirements contained in Section (6), F.S., and Rule 12A-1.094, F.A.C.: You must initial each of the following requirements. 1. The attached Purchase Order is issued directly to the vendor supplying the tangible personal property the Contractor will use in the identified public works. 2. The vendor s invoice will be issued directly to Governmental Entity. 3. Payment of the vendor s invoice will be made directly by Governmental Entity to the vendor from public funds. 4. Governmental Entity will take title to the tangible personal property from the vendor at the time of purchase or of delivery by the vendor. 5. Governmental Entity assumes the risk of damage or loss at the time of purchase or delivery by the vendor. Governmental Entity affirms that if the tangible personal property identified in the attached Purchase Order does not qualify for the exemption provided in Section (6), F.S., and Rule 12A-1.094, F.A.C., Governmental Entity will be subject to the tax, interest, and penalties due on the tangible personal property purchased. If the Florida Department of Revenue determines that the tangible personal property purchased tax-exempt by issuing this Certificate does not qualify for the exemption, Governmental Entity will be liable for any tax, penalty, and interest determined to be due. I understand that if I fraudulently issue this certificate to evade the payment of sales tax I will be liable for payment of the sales tax plus a penalty for 200% of the tax and may be subject to conviction of a third degree felony. Under the penalties of perjury, I declare that I have read the foregoing Certificate of Entitlement and the facts stated in it are true. Signature of Authorized Representative Title Purchaser s Name (Print or Type) Date Federal Employer Identification Number: Telephone Number: You must attach a copy of the Purchase Order to this Certificate of Entitlement. Do not send to the Florida Department of Revenue. This Certificate of Entitlement must be retained in the vendor s and the contractor s books and records Direct Purchase 12/15

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